Overview

Scheduled Messages lets you draft, customize, and schedule emails to travelers on a specific trip. You can filter recipients by payment status or package, customize the design with your branding, and schedule delivery for a specific date. All scheduled messages are sent at 10:00 AM Eastern Time on the date you choose. This is a premium feature that requires a paid subscription.

Getting to Scheduled Messages

Log in to your organizer dashboard
Open the trip in Trip Builder
Click "Scheduled Messages" in the left sidebar menu
You'll see your list of existing messages (if any) and the "+ Add New Message" button

Create a New Message

Click "+ Add New Message"
An email draft editor opens with these fields:

Field	What It Does
Sender Name	The "from" name travelers see (e.g., your name or company name)
Reply-To Email	Where replies go when travelers respond to the email
Subject Line	The email subject travelers see in their inbox
Recipients	Filter by payment status, package, or destination
Message Body	Rich text editor with fonts, colors, images, and file attachments
Send Date	The date the email will be delivered

Scheduled message draft editor showing sender name, reply-to email, subject, recipient filters, rich text body, and date picker

Filter Recipients

You can target specific travelers using these filters:

Filter	Options
Payment Status	Paid in Full, Balance Remaining, Cancelled, No Deposit Collected
Package/Destination	Select specific packages or destinations within the trip

The recipient count updates in real time as you adjust filters, showing how many travelers will receive the email.

Schedule and Send

Choose your send date using the date picker
Click "Send Test Email" to preview the email in your inbox first
Review the test email for formatting, links, and content
Click "Schedule Email" to finalize

The email will be sent at 10:00 AM Eastern Time on your selected date. You can edit or cancel the message any time before it sends.

What Travelers Receive

Travelers receive an email from [email protected] with:

Your organizer logo (or the SquadTrip logo if you haven't uploaded one)
Your sender name as the "from" name
The message body you composed
Replies go to the reply-to email you specified

Important Notes

Scheduled Messages is a premium feature -- you need a paid subscription to access it
All emails are sent from [email protected] (this cannot be changed)
All emails send at 10:00 AM Eastern Time on the scheduled date
There is no limit on the number of messages you can create per trip
Messages can be edited or canceled before the send date
Messages target travelers within the current trip only -- you cannot send to travelers from other trips
You can reach canceled or non-depositing travelers by filtering by payment status

Troubleshooting

Problem	Solution
"Upgrade to premium" message appears	Scheduled Messages requires a paid subscription. Upgrade your plan to access this feature.
Message didn't send at the expected time	All messages send at 10:00 AM Eastern Time. If you set the send date to today but it's already past 10 AM ET, the message will send the next business day.
Traveler says they didn't receive the email	Check the recipient filters -- the traveler may not match the payment status or package you selected. Also ask them to check spam/junk folders, since emails come from [email protected].
Want to send to all travelers regardless of status	Leave all payment status filters unchecked or select all statuses to include everyone.
Reply-to email not working	Make sure you entered a valid reply-to address. Replies from travelers go to the address you specified, not to [email protected].

Frequently Asked Questions

Q: When exactly are scheduled messages sent? A: All scheduled messages are sent at 10:00 AM Eastern Time on the date you select. You cannot choose a specific time -- only the date. If you need a message to go out in the afternoon, schedule it for the previous day's 10 AM slot or use Group Chat for immediate communication.

Q: Can I send a message to travelers from a different trip? A: No. Scheduled Messages targets travelers within the current trip only. Each message is tied to a specific trip's destination group. To contact travelers from another trip, navigate to that trip's Scheduled Messages section and create a separate message.

Q: Do emails come from my email address or SquadTrip's? A: Emails are sent from [email protected] -- this cannot be changed. However, you set the sender name (what appears as the "from" name) and the reply-to email (where replies go). So travelers see your name but the technical sender is [email protected].

Q: Can I send a message to canceled travelers? A: Yes. Use the payment status filter and select "Cancelled" to include travelers who canceled their booking. This is useful for sending rebooking offers or trip update announcements.

Q: Is there a limit to how many messages I can schedule? A: No. There is no limit on the number of scheduled messages per trip. You can create as many as you need for reminders, updates, and announcements.